This procedure is performed when the operator invoices serialized inventory items. As an invoice with serialized items is saved, the system displays the Invoice Item Serialization window and the operator is prompted to enter the serial numbers of the serialized items on the invoice.
Process the invoice using the Invoicing/Order Completion program (please see the Invoicing/Order Completion Procedures Guide and Program Reference documentation for more information about the Invoicing/Order Completion program). Save the invoice. As the invoice is being saved, the system checks to see if any of the items on the invoice are serialized inventory items. If the items are flagged as serialized items, the system will display the Invoice Item Serialization window and the operator will be prompted to enter the serial numbers of the serialized items on the invoice. If the Item Serialization window is not displayed or if the system fails to prompt the operator to enter the numbers for all serialized items then it is likely that the item(s) are not correctly identified as serialized items.
Enter the serial numbers of the serialized items on the invoice into the Invoice Item Serialization window as follows.
Match the item number being displayed within the window to the package(s) containing the items. Confirm that the quantity being displayed in the (#___of ___) field is correct. If the quantity being displayed is not correct, then it is likely that the wrong quantity was invoiced in the previous step and that the invoice will have to be corrected. Make a note of these occurrences.
Enter the serial number for the displayed inventory item using the keyboard or a wand or other bar code reading device. As each serial number is entered, the system checks the validity of the serial number as follows. If the system has been configured to serialize items as received, the system checks to ensure that the serial number is valid (item is in stock and has not been sold or loaned out, and that the item is present in the location it is being invoiced from). If the serial number is not in stock or if it has been already sold, a warning message will be displayed to the operator. The operator may then confirm that the number entered is correct and either override the warning or enter a different serial number. If the system is not configured to serialize items on receipt, the operator will have the ability to create the serial numbers for the serialized items as the items are invoiced.
Repeat the above procedure until all of the serial numbers for the displayed item number have been entered. Once all of the serial numbers for the displayed item number have been input, the system will display the next serialized inventory item which appears on the invoice and the operator repeats the procedure. Once the operator has entered the serial numbers for all serialized items on the invoice, the system returns the operator to the Invoicing/Order Completion program.
Print a copy of the invoice and compare the serial numbers on the invoice to the serial numbers on the packages containing the items. If any of the serial numbers for the items on the invoice have been entered incorrectly the operator should correct the mistakes by editing the incorrect serial number or by re-serializing the invoice (both of these procedures are detailed later in this document). If the operator decides to re-serialize the invoice, the operator will be required to re-input all of the serial numbers which were invoiced.